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Administration – Process

1. Introduction


The administration of punctum books encompasses all the general company-wide operations that sustain the functioning of the company, in particular: accounting, insurance, payroll, software stack management, and workflow management.

2. Goal & Objectives

The primary goal of maintaining these processes is the smooth functioning of all the other processes of the company, minimizing expenditures and overhead, and maximizing the potential of everyone working for the company. Furthermore, the objectives are:

    maintaining auditable and responsible financial bookkeeping covering possible high-risk contingencies by means of insurance ensuring timely payment of employees deploying an efficient software stack ensuring an efficient workflow throughout the company

    3. Role Model

    The following roles are relevant in the context of this process and need to be assigned to persons or teams / groups involved in the process.

    Role Task Assigned staff
    Process Manager (PM)
    • To maintain the process definition / description (this document)
    • To perform process reviews as a basis for the continual improvement of the effectiveness and efficiency of the process
    • To ensure adequate communication to increase the awareness for the process
    • To organize trainings on the process for people involved in the process
    		 Vincent
    Financial Officer

     

    		 Vincent

    4. Relevant Business Objects

    Business objects are “things” that are required, produced, or processed by the process or one of its activities. The following objects are relevant:

    Business Object Description
    Invoice


    Bank Account
    Accounting Software
    Subscription Data

    5. Activities

    5.1 Financial Accounting

    Input Invoice, Bank Account, Accounting Software, Subscription Data
    Roles Involved

    Financial Officer
    Outputs

    Updated Financial Ledger
    Actions
    1. Weekly Accounting
    2. Monthly Accounting
    3. Quarterly Accounting
    4. Annual Accounting
    Alternative Actions, Exceptions, Additional Information

    5.2 Insurance

    Input
    Roles Involved

    Financial Officer
    Outputs


    Actions
    1. Annual Workers' Compensation Insurance Audit
    2. Annual Health Insurance Audit 
    3. Annual Health Insurance Renewal
    Alternative Actions, Exceptions, Additional Information

    We currently have the following three company-wide insurance policies:

    • Workers' Compensation Insurance
    • Healthcare Insurance
    • Professional Liability (E&O) Insurance

    5.3 Payroll

    5.4 Software Stack Management

    5.45 Workflow Management

    Document Control

    Document ID SPM-ADM-002
    Document Owner Vincent
    Version 1.0
    Last Date of Change March 26, 2025
    Next Review Due Date
    Version & Change Tracking
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